PAYROLL TIME REPORTING SYSTEM -...

HUMAN RESOURCE INFORMATION SYSTEM TIME REPORTING SYSTEM

GUIDE FOR INDIVIDUAL USERS

August 2009

TIME REPORTING SYSTEM GUIDE FOR INDIVIDUAL USERS

Table of Contents

1. Signing On ............................................................................ 4 2. Time Sheets For The Individual User ................................... 5 2.1 Starting A New Time Sheet ........................................ 6 2.2 Editing A Time Sheet .................................................. 7 2.3 Modifying a Line ....................................................... 9 2.4 Using The Select Action ........................................ 9

2.5 Adding a Line ......................................................... 10 2.6 Deleting a Line ......................................................... 10 2.7 Exploding The Day .................................................. 11

2.8 Converting Overtime & Designating Comp Time ...... 12 2.8.1 Scheduled and Unscheduled Sick Leave ........... 13

2.9 Adding Remarks ......................................................... 14 2.10 Other Shift Employees ............................................... 15 2.10.1 Med Passer ...................................................... 15 2.10.2 Call Back and Standby Time .......................... 16 2.10.3 Paying Off Comp and Holiday Hours ............. 17 2.11 Proofreading ............................................................... 18 2.12 Hours Summary Screen ............................................. 19 2.13 Time Off Summary Screen ........................................ 19 2.14 Viewing Warning Messages ...................................... 20 2.15 Applying Approval .................................................... 20 2.16 Unapproving a Time Sheet ........................................ 21 2.17 Canceling a Time Sheet ............................................. 21 2.18 Setting Up Time Sheet Defaults ................................ 21 2.18.1 Finding the Time Sheet Default Screen .......... 22 2.18.2 Editing the Time Sheet Defaults .................... 22 2.18.3 Your Personalized Schedule ........................... 22 2.18.4 Sick Leave Converted Into Vacation .............. 23 2.19 Holidays ..................................................................... 24 2.19.1 System Defaults for Holidays ......................... 25 2.19.2 Recording Hours Worked on a Holiday.......... 25 2.19.3 Banked Holiday .............................................. 25 2.19.4 Holidays for Non-Contract Employees ........... 26 2.19.5 Holidays for AFSCME Employees ................. 27 2.19.6 Holidays for IUP Employees .......................... 30 4. Gross to Net Payroll Calculator……………………..……..31 5. Signing Off……………………………………………..…..31

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Appendices A - Time Types For AFSCME Employees (Technical, Blue Collar, Clerical) ................................. 32 B - Time Types For AFSCME Employees (Fiscal & Staff) ............................................................ 33 C - Time Types For Supervisory and Other Non-Contract Employees .............................................. 34 D - Time Types For Non-Permanent Employees ................... 35 E - Time Types For IUP Employees ....................................... 36 F - Action Codes ..................................................................... 37

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1. Signing On

The HRIS Payroll programs are located on the CICS Production menu. At the main screen type in your USERID and PASSWORD and press {ENTER}. Your USERID is also referred to as a T Number. It is important to note that your T Number is not a confidential number like a social security number would be. You may be asked for your T Number for security set up on the system or if you call the service desk. When typing in your password, no characters will appear in the password field, it shows on the screen as if you are entering spaces in that field. As you log on to the HRIS system for the first time, you can type in your original password and hit enter. You will then be taken to a screen where you will change your password. Passwords need to be changed every 60 days, and must be 8 characters. Passwords are not case sensitive since this is a mainframe application. The system tracks the number of days and the remaining days show on the Application Selection Menu screen (Figure 2).

Figure 1 – Log-in Screen Date: 01/23/2008 STATE OF IOWA SY4 MMIS Terminal: CDPY92D Time: 09:19 INFORMATION TECHNOLOGY DEPARTMENT Logmode : COL2 Panel : ENA0052 This system contains confidential government data. Unauthorized use of this system is prohibited. All activity is monitored. Misuse is subject to disciplinary action, federal / state criminal or civil penalty. NNN\ NN\ EEEEEEEEEEE\ SSSSSSSSSSS\ NNNN | NN / EE\________\/ SS\________SS\ NN NN | NN / EE / SSS | \_/ NN NN | NN / EE / SSSSSSSSS\ NN /NN | NN / etwork EEEEEEEE\ ntry \SSSSSSSSS\ ystem NN / NN |NN / EE\______\/ \_____SSS| NN / NN NN / EE / SS / NN / NNNN / EE / SS\ SS / NN / NNN / EEEEEEEEEE \ \SSSSSSSSSSS / \_\/ \_\/ \_________\/ \_________\/ F1 FOR HELP . . . . . Help Desk:(515) 281-5703 . . . . . . . . . F3 TO EXIT or:1-800-532-1174 USERID ==> PASSWORD ==> NEW PASSWORD ==>

The next step to log on to the Time Reporting System is to select Production CICS on the application selection menu by either moving the cursor to the option you want and press {ENTER}, or press the appropriate PF key (F key on personal computers) to select it. See Figure 2 on Page 5 for the image of the Application Selection Menu screen.

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Figure 2 – Application Selection Menu

Date : 01/18/2008 INFORMATION TECHNOLOGY ENTERPRISE Userid : T005305 Julian: 08018 APPLICATION SELECTION MENU Terminal: CDPY95D Time : 11:48 Logmode : COL2 Panel : ENA81021 :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: :: S PFK STATUS DESCRIPTION OF APPLICATION :: :: :: :: _ 01 AVAIL Production CICS :: :: :: :: :: :: :: :: :: :: :: :: :: :: :: ::::::::::::::::::::::::::: SERVICE DESK:(515) 281-5703 :::::::::::::::::::::: F13=1 F14=2 F15=3 F16=4 F17=5 F18=6 F19=7 F20=8 F21=HELP F22=Bulletin F23=Disc F24=Logoff Your password will expire in 42 days Command =>

When the next screen appears, press {ENTER} to clear the screen. Type HRIS and {ENTER}. The Time Reporting System should be an option on your menu. Either move the cursor to the option you want and press {ENTER}, or press the appropriate PF key to select it. Each individual may have a screen that looks different depending on the systems that they have been given security access to. See Figure 3 for an example of one Available Applications Menu.

Figure 3 – Available Applications Menu A3449800 STATE OF IOWA 01/18/08 7.1.0 HUMAN RESOURCES 12:04 PM AVAILABLE APPLICATIONS MENU _ PF1 MAIL _ PF7 TIME REPORTING _ CLEAR LEAVE THIS MENU PLACE THE CURSOR ON THE LINE OR PRESS THE PF KEY

2. Time Sheets for the Individual User

The HRIS Payroll Time Reporting System allows the Individual User access to time sheets, and work reports, if applicable. The Individual User can also set up personal defaults for each of these documents. This section of the User's Guide focuses on the time sheet.

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2.1 Starting a New Time Sheet

One of the options on the menu is Time Reporting. To locate a time sheet, press the PF key for the Time Reporting option or move the cursor to that selection and press {ENTER}. The computer will display the Time Sheets for an Employee screen (Figure 4). Header Action and Line Action will be referred to throughout this manual. The ACT located at the top of the screen is the Header Action Field and the ACT located on the left-center side of the screen is the Line Action Field.

Figure 4 – Time Sheets for an Employee D3313244 ACT: _ PAYROLL TIME SHEETS PAGE: 0001 TIME SHEETS FOR AN EMPLOYEE LAST NAME ===> SMITH FIRST NAME ===> JOHN PAY PERIOD ===> 01/11/2008 WRITE NEW TIME SHEETS FOR THE 01/11/2008 PAY PERIOD ---PAY PERIOD---- ----TIME TOTALS----- COST ACT --FROM-- ---TO--- ----STATUS-------- REG OT HOLI --CENTER-- _ 01/11/2008 01/24/2008 PENDING EMPL APPRVA 80.00 0.00 0.00 005-410010 _ 12/28/2007 01/10/2008 PROCESSED 80.00 0.00 0.00 005-410010 _ 12/14/2007 12/27/2007 PROCESSED 80.00 0.00 0.00 005-410010 _ 11/30/2007 12/13/2007 PROCESSED 80.00 0.00 0.00 005-410010 _ 11/16/2007 11/29/2007 PROCESSED 80.00 0.00 0.00 005-410010 L LOOK AT THE TIME SHEET W WRITE A NEW TIME SHEET D DEFAULTS PF7 BKWD PF8 FWD PF9 HELP PF12 RETURN CLEAR EXIT

There are three options available from this screen: {L}--Look At The Time Sheets, {W}--Write A New Time Sheet, and {D}--Defaults. These options are also listed at the bottom of the screen (See Figure 4 above). Use the {L} action on a specific line in the line action field to review current or old time sheets. Use the {D} action in the header action field to review or alter your default time sheet. Use the {W} action in the header action field to write a new time sheet for the current pay period or a time sheet for the future pay period. The date can be any day in the pay period for which you are trying to write a time sheet.

Note: The HRIS Payroll Time Reporting System will automatically create a time sheet for all permanent employees each pay period. This will occur the last Thursday night of a pay period for the new pay period starting on Friday. If a time sheet already exists for that pay period, the computer will not create a new time sheet.

Because the system automatically creates time sheets for you, it may be rare to use the {W} action to write a new time sheet. Instead, use the {L} action to view or alter the time sheet for the current pay period.

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2.2 Editing A Time Sheet

At the Time Sheets for an Employee screen (Figure 4, Page 6) use the {L}--Look at the Time Sheet-- in the line action field to select the time sheet for the current pay period. The current time sheet will usually be the first line item in the detail section of the screen. It will have a status of PENDING EMPL APPROVAL.

After you type an {L} in the line action field of the appropriate time sheet and press {ENTER} the computer will display the time sheet. You will see a screen that looks like Figure 5 below.

Figure 5 – Payroll Time Sheet D3313261 ACT: _ +---- PAYROLL TIME SHEET ----+------- APPROVED BY ------+ | SMITH, JOHN | EMPL SUPR PROC | +WK REG OVT HOLI |FOR 01/11/2008 - 01/24/2008 | NO NO NO | |1 40.00 0.00 0.00 |TIME SHEET: 3-436213 | PENDING EMPL APPRVAL | |2 40.00 0.00 0.00 |COST CENT : 005-410010 | PROOFREAD: NO | +----------------------+----------------------------+--------------------------+ REMARKS: PAGE 0001 OF 0001

ACT HOURS ---- TYPE OF TIME ---- ----DATE---- ------ MESSAGE ----------

_ 8.00 010 - REGULAR TIME FRI 01/11/2008 _ 12.00 800 - SICK LEAVE CNVRT FRI 01/11/2008 _ 8.00 010 - REGULAR TIME MON 01/14/2008 _ 8.00 010 - REGULAR TIME TUE 01/15/2008 _ 8.00 010 - REGULAR TIME WED 01/16/2008 _ 8.00 010 - REGULAR TIME THU 01/17/2008

=== > WEEK TWO < === _ 8.00 010 - REGULAR TIME FRI 01/18/2008 _ 8.00 250 - HOLIDAY MON 01/21/2008 _ 8.00 010 - REGULAR TIME TUE 01/22/2008 _ 8.00 010 - REGULAR TIME WED 01/23/2008 _ 8.00 010 - REGULAR TIME THU 01/24/2008

? ACTION HELP PF7 BKWD PF8 FWD PF9 HELP PF10 PF KEYS PF12 RETURN CLEAR EXIT

If the time sheet is a new one, it will display your personal time sheet defaults. If you have not created a default time sheet, the time sheet will display system defaults, which are 80 hours of regular time. In the example screen above there are two entries for Friday. There can be as many entries for each day as you need to account for your time. If on Monday you used two hours of scheduled comp time and took two hours of scheduled vacation, there would be three entries for that day, as follows:

ACT HOURS ---- TYPE OF TIME ---- ----DATE----- - 4.00 010 - REGULAR TIME MON 01/14/2008 - 2.00 200 - SCHED VACATION MON 01/14/2008 - 2.00 400 - SCHED COMP TKN MON 01/14/2008

There can only be one entry per day for each type of time used. Time Types appear on the day in the numerical order of time types used (i.e., 010 Regular Time, 200 Scheduled Vacation).

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Type of Time Codes 010--Regular Time 020--Overtime 200--Sched Vacation

These numbers look like function codes on the Work Report portion of time reporting. They are not! Types of Time codes are used by the on-line Time Reporting System and should not be confused with function or object codes.

Note: Hours are assigned to function codes in the work report (see section 3).

Note: The Type of Time Codes shown in this User's Guide are examples only. Appendices A, B, C, D, E and the time sheet selection list provide a list of Type of Time Codes available for use.

The smallest amount of time you can assign to a time type is 1/100th of an hour. The entry must be made in decimal hundredths of an hour (0.01). If you use a half-hour of vacation, the line will look like this:

ACT HOURS ---- TYPE OF TIME ---- ----DATE----

- 0.50 200 - SCHED VACATION MON 01/14/2008

Below is a table showing how many minutes are in each hundredth of an hour:

Figure 6 – Minute to Decimal Conversion Table

MIN DEC MIN DEC MIN DEC MIN DEC 1 .02 16 .27 31 .52 46 .77 2 .03 17 .28 32 .53 47 .78 3 .05 18 .30 33 .55 48 .80 4 .07 19 .32 34 .57 45 .82 5 .08 20 .33 35 .58 50 .83 6 .10 21 .35 36 .60 51 .85 7 .12 22 .37 37 .62 52 .87 8 .13 23 .38 38 .63 53 .88 9 .15 24 .40 39 .65 54 .90 10 .17 25 .42 40 .67 55 .92 11 .18 26 .43 41 .68 56 .93 12 .20 27 .45 42 .70 57 .95 13 .22 28 .47 43 .72 58 .97 14 .23 29 .48 44 .73 59 .98 15 .25 30 .50 45 .75 60 1.00

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2.3 Modifying A Line

You can modify a line of the time sheet by tabbing to the information you wish change, typing over it, and pressing the {ENTER} key. The fields you can change are the number of hours, the type of time code, and the date.

If you change the type of time code, the computer will automatically change the narrative when you press the {ENTER} key. To change the first entry on the screen in Figure 5, page 7, from Regular Time to Scheduled Vacation, {TAB} to the second field on that line, which contains the number "010", and change that number to "200". After pressing the {ENTER} key the line would look like this:

ACT HOURS ---- TYPE OF TIME ---- ----DATE----- - 8.00 200 - SCHED VACATION MON 01/14/2008

If you cannot change a line, it is possible that you are trying to change an approved time sheet, or trying to change a field you are not authorized to change. Another possibility is that the type of time code has been used that day (see section 2.5).

2.4 Using The Select Action

Another way of changing the type of time for an entry is to use the select action. Type an {S} in the line action field of the day you want to change and press {ENTER}. The computer will display the Time Type Selection List screen (Figure 7, page 10).

Note: The list of time types on this screen differs for each individual, based on their bargaining unit. For a complete list of all time types available, see appendices A, B, C, D, and E.

The computer will not allow you to use a type of time that you are not authorized to use. It checks for the proper type of time codes for the employee when proofread or approved.

To choose a type of time from the "Time Type Selection" screen, move the cursor to the line action field of the type you need, type an {S} and press {ENTER}. The computer will indicate the current selection to the right of the line, as shown in the Figure 7 on page 10. You can page through the list using the {PF7} (Backward) and {PF8} (Forward) keys.

Once you have chosen a type of time, use the {PF12} key to return to the time sheet.

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Figure 7 - Time Type Selection List Screen D3313275 ACTION: _ PAYROLL TIME SHEETS PAGE: 0001 OF 0004 TIME TYPE SELECTION LIST PRINTER ID : TIME SHEET FOR ....: SMITH, JOHN DAY OF PAY PERIOD .: 01/11/2008 HOURS : 8.00 ACT -- TYPE CATEGORY/DESCRIPTION --------------------- DIRECT TIME ----------- _ 010 - REGULAR TIME * * SELECTED * * _ 020 - OVERTIME PAY _ 030 - COMP TIME EARNED INDIRECT TIME ------------- _ 200 - SCHEDULED VACATION _ 210 - SCHEDULED SICK LEAVE _ 219 - MEMO _ 220 - UNSCHEDULED SICK LEAVE _ 230 - SCHEDULED FAMILY CARE LEAVE _ 232 - UNSCHEDULED FAMILY CARE LEAVE _ 235 - SCHEDULED ADOPTION LEAVE LINE ACTIONS ===> S SELECT THE TYPE D DESCRIPTION OF TYPE L LOOK AT TYPE HEADER ACTIONS ===> H HARD COPY TYPES HD HARD COPY TYPES WITH DESC PF7 BKWD PF8 FWD PF9 HELP PF12 RETURN CLEAR EXIT

2.5 Adding A Line

To add a line to the time sheet, move the cursor to the day to which you want to make an addition. Type an {A} in the line action field of that line, change the time type code, and press {ENTER}. You must change the time type code (or the date) to add a line because each time type code can only be used once each day.

Note: The computer will not allow duplicate time type codes in a single day. You cannot have two entries for Scheduled Comp Time Taken on one day of the week. If you took two hours of scheduled comp time in the morning and two hours of scheduled comp time in the afternoon, you would have one 4-hour entry for the day.

If you try to use a type of time code already in use for that day, the computer will print a message (type only used once/day) --to the right of the line--that you have used a duplicate code.

2.6 Deleting A Line

Deleting a line from an unapproved time sheet is easy. Move the cursor to the line action field of the line you want to delete, type a {D} and press the {ENTER} key. The line will be removed from the time sheet. Note: If you do not want to use a line, delete it. Don't change the hours to zero (0.0).

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2.7 Exploding the Day

If you use two or more types of time in one day, it is best to "explode" your view of the day to include all time types. By moving the cursor to the field associated with each type of time, you can enter the number of hours, or partial hours, to be assigned to it for the day. To explode the day, place an “X” on the line action field on the timesheet (Figure 5, Page 7) and press enter.

Figure 8 below shows an example of an "exploded" day. When you log on the computer with your USERID, what you see on this screen will be the types of time that are for your individual use, based on your bargaining unit.

Each type of time available will be shown. Next to each is a field for entering the amount of time spent on that type during the day. Time can be entered in hours or hundredths of hours (see section 2.2). Any old data in that field must be erased before pressing the {ENTER} key to update the field.

The {TAB} key will move you from one field to the next. When you have allocated all the hours for the day to one or more time types, press the {ENTER} key to save your changes. Then press {PF12} to return to the time sheet.

Figure 8 - Daily Payroll Time Screen (Exploded Day) D3313273 ACT: _ +---- DAILY PAYROLL TIME ----+--------------------------+ PRINTER: |FIRST NAME.: JOHN | DATE ==> 01/11/2008 FRI | +---- HOURS SUMMARY ---|LAST NAME..: SMITH | | |WK REG OVT HOLI |FOR 01/11/2008 - 01/24/2008 |--------- STATUS ---------| |1 40.00 0.00 0.00 |TIME SHEET ID..: 3-446329 | PENDING EMPL APPRVAL | |2 40.00 0.00 0.00 |COST CENTER....: 005-410010 | | +----------------------+----------------------------+--------------------------+ REMARKS: PAGE 0001 OF 0002 HOURS HOURS HOURS REGULAR TIME...: 7.25 OVERTIME PAY...: COMP TIME EARN.: SCHED VACATION.: 0.75 SCHED SICK LV..: UNSCH SICK LV..: SCHED FMLY CARE: UNSCH FMLY CARE: SCHED ADOP LV..: UNSCH ADOPT LV.: SCHED FUNERL LV: UNSCH FUNERL LV: MATERNITY LEAVE: INJURY LEAVE...: MILITARY LEAVE.: JURY DUTY......: SUSP WITH PAY..: ED LEAVE W/PAY.: OTHER LEAVE....: PAID UNION LV..: PD UNION NEG LV SCHED COMP TKN.: SCHED HOLCMP TK: SCHD BNK HOL TK: AFSCME WKND NW.: COMP TIME PAY..: HOLI COMP PAY..: BANK HOLI PAY..: STANDBY TIME...: CALL BACK TIME.: SICK LEAV CNVRT: UNPAID UNION LV: MEDICAL LWOP...: PRESS PF4 FOR MORE... H HARD COPY W WARNINGS R REMARKS L ACTIVITY LOG EI EMPLOYEE INFO PF1 PRV TS PF2 NXT TS PF7 PRV DAY PF8 NXT DAY PF9 HELP PF12 RETURN CLEAR EXIT

Note: You can stay on the "explode the day" screen and move through the pay period making whatever changes are needed to each day, by using the {PF7}--Previous Day and {PF8}--Next Day keys.

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When you return to the time sheet, you will see a line on the screen for each type of time to which you assigned time for that day. To use a previous example, if you entered time into the three time types Regular Time, Scheduled Comp Time Taken, and Scheduled Vacation, the entries on the screen for that day would look like this:

ACT HOURS ---- TYPE OF TIME ---- ----DATE----- - 4.00 010 - REGULAR TIME MON 01/14/2008 - 2.00 200 - SCHED VACATION MON 01/14/2008 - 2.00 400 - SCHED COMP TKN MON 01/14/2008

2.8 Converting Overtime & Designating Comp Time

For those employees who are eligible for overtime, hours worked after 40 hours in a week are overtime hours (hours worked after 80 in a pay period for some job classes.) An overtime eligible employee will receive an error message in the Remarks line instructing you to convert hours to overtime when the timesheet is proofread. There is an action in the menu, which you can use to accomplish the conversion.

It is not necessary to keep track of which hours are regular time and which are overtime. You must enter all hours worked as regular time. Do not try to enter overtime hours on the day they are worked. Then, prior to proofreading or approving the time sheet, use the header action field {CO}--Convert Overtime. This action changes any regular hours in a week, after 40 hours (80 hours per pay period in some case) to overtime hours. If comp time is desired, you must first convert to overtime and then modify the line by changing the overtime time type (020) to comp time (030).

Figure 9 – Payroll Time Sheet Screen (Convert Overtime)

D3313261 ACT: P +---- PAYROLL TIME SHEET ----+------- APPROVED BY ------+ | SMIHT, JOHN | EMPL SUPR PROC | +WK REG OVT HOLI |FOR 01/11/2008 - 01/24/2008 | NO NO NO | |1 40.00 0.00 0.00 |TIME SHEET: 3-446329 | PENDING EMPL APPRVAL | |2 44.00 0.00 0.00 |COST CENT : 005-410010 | PROOFREAD: NO | +----------------------+----------------------------+--------------------------+ REMARKS: PAGE 0001 OF 0001 TS82044E WEEK 2 REG HRS (44.00) GREATER THAN LIMIT OF 40.00. CONVERT OVT (CO) ACT HOURS ---- TYPE OF TIME ---- ----DATE---- ------ MESSAGE ----------

_ 8.00 010 - REGULAR TIME FRI 01/11/2008 _ 8.00 010 - REGULAR TIME MON 01/14/2008 _ 8.00 010 - REGULAR TIME TUE 01/15/2008 _ 8.00 010 - REGULAR TIME WED 01/16/2008 _ 8.00 010 - REGULAR TIME THU 01/17/2008

=== > WEEK TWO < === _ 10.00 010 - REGULAR TIME FRI 01/18/2008 _ 8.00 250 - HOLIDAY MON 01/21/2008 _ 10.00 010 - REGULAR TIME TUE 01/22/2008 _ 8.00 010 - REGULAR TIME WED 01/23/2008 _ 8.00 010 - REGULAR TIME THU 01/24/2008

? ACTION HELP PF7 BKWD PF8 FWD PF9 HELP PF10 PF KEYS PF12 RETURN CLEAR EXIT

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Fiscal and Staff employees in Department of Inspections and Appeals, Iowa Workforce Development, and Department of Revenue with a 'field' status are eligible to earn comp time only on Saturdays and Sundays when the employee has received prior management approval. Field status employees are not able to use the {CO} header action. They must add {A} the comp time to the appropriate Saturday or Sunday.

2.8.1 Scheduled and Unscheduled Sick Leave

The electronic time sheet is programmed to differentiate between scheduled and unscheduled sick leave, if applicable to the employee, based on bargaining unit. It is important to properly designate the type of leave used because the leave type affects the overtime calculation. Definitions – Scheduled Sick Leave – Leave that is requested at least 16 clock hours prior to the first hour of leave if an AFSCME employee (with the exception of Fiscal and Staff employees), and at least 48 clock hours prior to the first hour of leave if an IUP employee. Unscheduled Sick Leave – Leave that is requested less than 16 clock hours prior to the first hour of leave if an AFSCME employee (with the exception of Fiscal and Staff employees), and less than 48 clock hours prior to the first hour of leave if an IUP employee.

A covered employee is not entitled to overtime until that employee has 40 qualified hours in a pay week. Scheduled leave does count towards the 40-hour requirement. Scheduled leave used after the 40-hour requirement is met shall be computed as allowable overtime by the HRIS system. In each of examples A and B, the employee will be compensated for 40 regular hour ands 16 hours overtime hours.

Example A Example B 8.00 Regular Friday 8.00 Regular Friday 8.00 Regular Saturday 8.00 Regular Saturday 8.00 Regular Sunday 8.00 Regular Sunday 8.00 Sched Vac Monday 8.00 Regular Monday 8.00 Sched Sick Tuesday 8.00 Regular Tuesday 8.00 Regular Wednesday 8.00 Sched. Vac Wednesday 8.00 Regular Thursday 8.00 Sched Sick Thursday

56.00 56.00 Unscheduled sick leave also counts toward the initial 40 hours in the overtime calculation. However, unscheduled sick leave used after the initial 40 hours is NOT included in the overtime calculation. In other words, a covered employee can use unscheduled sick leave in the initial 40 hours of the workweek and earn overtime for hours worked over 40. However, a covered employee will NOT be compensated for overtime if the overtime hours are unscheduled sick leave used after the 40-hour requirement is met.

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In the following Example C, the employee will be compensated for 40 regular hours and 16 overtime hours since the unscheduled sick leave was included in the first 40 hours. In example D, the employee will be compensated for 40 regular hours and no overtime. The unscheduled sick leave was used after the 40-hour requirement was met. The 16 hours of unscheduled sick leave will not be paid, nor will it be charged against the sick leave. When the timesheet is proofread, time type 219 - Memo Time will be inserted in the entry which was originally entered as unscheduled sick leave after 40 hours. A warning message will also appear on the time sheet that reads, “UNSCHEDULED LEAVE AFTER 40 HRS CONVERTED TO MEMO TIME.”

Example C Example D

8.00 Regular Friday 8.00 Regular Friday 8.00 Regular Saturday 8.00 Regular Saturday 8.00 Regular Sunday 8.00 Regular Sunday 8.00 Unsched Sick Monday 8.00 Regular Monday 8.00 Unsched Sick Tuesday 8.00 Regular Tuesday 8.00 Regular Wednesday 8.00 Unsched Sick Wednesday 8.00 Regular Thursday 8.00 Unsched Sick Thursday

56.00 40.00

Figure 10 – Payroll Time Sheet Screen (Memo Line) D3313261 ACT: _ +---- PAYROLL TIME SHEET ----+------- APPROVED BY ------+ | SMITH, JOHN | EMPL SUPR PROC | +WK REG OVT HOLI |FOR 01/11/2008 - 01/24/2008 | NO NO NO | |1 40.00 0.00 0.00 |TIME SHEET: 3-446329 | PENDING EMPL APPRVAL | |2 40.00 0.00 0.00 |COST CENT : 005-410010 | PROOFREAD: YES | +----------------------+----------------------------+--------------------------+ REMARKS: PAGE 0001 OF 0001 TS61006I USE ACTION "W" TO VIEW WARNINGS ACT HOURS ---- TYPE OF TIME ---- ----DATE---- ------ MESSAGE ---------- _ 8.00 010 - REGULAR TIME FRI 01/11/2008 _ 8.00 010 - REGULAR TIME MON 01/14/2008 _ 8.00 010 - REGULAR TIME TUE 01/15/2008 _ 8.00 010 - REGULAR TIME WED 01/16/2008 _ 8.00 010 - REGULAR TIME THU 01/17/2008 === > WEEK TWO < === _ 8.00 010 - REGULAR TIME FRI 01/18/2008 _ 8.00 250 - HOLIDAY MON 01/21/2008 _ 10.00 010 - REGULAR TIME TUE 01/22/2008 _ 10.00 010 - REGULAR TIME WED 01/23/2008 _ 4.00 219 - MEMO THU 01/24/2008 _ 4.00 220 - UNSCH SICK LV THU 01/24/2008 2.9 Adding Remarks

There are occasions when it is necessary to add remarks to a time sheet. In some situations the computer will require you to enter remarks (in the REMARKS field just below the header) before allowing you to continue. This occurs when canceling a document, or when using the "330"--Other Leave--time type.

To add remarks to a time sheet move the cursor to the header action field, type an {R} and press {ENTER}. This action will take you to the remarks screen. Type the remarks you want to make and press the {ENTER} key to save them. Press {PF12} to return to the time sheet.

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2.10 Other Shift Employees

Employees who work shifts other than the first shift of the day will have an extra column on their time sheet. The Shift column lists the number of the shift worked that day. Below is an example of a time sheet showing the shift column.

Figure 11 – Payroll Time Sheet with Shift Designation D3313261 ACT: _ +---- PAYROLL TIME SHEET ----+------- APPROVED BY ------+ | SMITH, JOHN | EMPL SUPR PROC | +WK REG OVT HOLI |FOR 01/11/2008 - 01/24/2008 | NO NO NO | |1 40.00 0.00 0.00 |TIME SHEET: 3-437970 | PENDING OFFI APPRVAL | |2 40.00 0.00 0.00 |COST CENT : 005-410010 | PROOFREAD: NO | +----------------------+----------------------------+--------------------------+ REMARKS: PAGE 0001 OF 0001 ACT HOURS ---- TYPE OF TIME ---- ----DATE---- SHIFT ------ MESSAGE ---------- _ 8.00 010 - REGULAR TIME FRI 01/11/2008 2 _ 8.00 010 - REGULAR TIME SAT 01/12/2008 2 _ 8.00 010 - REGULAR TIME SUN 01/13/2008 2 _ 8.00 010 - REGULAR TIME MON 01/14/2008 2 _ 8.00 010 - REGULAR TIME THU 01/17/2008 2 === > WEEK TWO < === _ 8.00 010 - REGULAR TIME FRI 01/18/2008 2 _ 8.00 010 - REGULAR TIME SAT 01/19/2008 2 _ 8.00 010 - REGULAR TIME SUN 01/20/2008 2 _ 8.00 250 - HOLIDAY MON 01/21/2008 2 _ 8.00 010 - REGULAR TIME THU 01/24/2008 2 ? ACTION HELP PF7 BKWD PF8 FWD PF9 HELP PF10 PF KEYS PF12 RETURN CLEAR EXIT

An individual who works second shift can enter either "1" or "2" as a shift designation, meaning he or she can work either first or second shift. Third shift employees can enter either "1" or "3" as a shift designation. Those individuals listed as shift "4" in the personnel records can work any shift. Do not, however, enter a "4" in the shift column of the time sheet; it will not work. Instead, enter the actual shift number worked that day. Employees who work second or third shift will receive the shift differential for paid time off. Shift "4" employees do not receive shift differential for paid time off.

2.10.1 Med Passer

Med passer differential will be paid to certain covered classes that pass medications and are eligible for this type of pay per the collective bargaining agreement. This time type will show up when you “explode the day” on the timesheet. An employee who passes medications and works an 8 hour shift will have a line on that day for 8 hours regular time plus a line for 8 hours med passer time. Do this for each day the employee passes medications. An employee is eligible for med passer pay for the total hours the employee was scheduled to work that day, and if they passed medication during any portion of that day.

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2.10.2 Call Back and Standby Time

In accordance with the AFSCME and IUP collective bargaining agreements, call back guarantees a minimum of three hours of paid time if an eligible employee is directed by management to report to a designated worksite away from home for duty or called into the worksite on their day off and the time worked is not contiguous to the beginning or end of the employee’s scheduled work hours. Call back is divided into productive and non-productive time. - Productive time is that time which an employee is actually working. This time is

entered on the time sheet as regular hours (Time Type 010). - Non productive time is the remainder of the three hours of call back time for which

an employee is not actually working. This time is always paid at the straight hourly pay rate, and is entered on the time sheet as call back time. This time must be paid, and may not be comped (Time Type 630).

- If an employee works more than three consecutive hours during a call back period, all hours worked are entered as regular hours (Time Type 010). No hours would be entered with the call back time type.

- Two or more periods of call back during the same evening cannot overlap. - Non productive time on a holiday is recorded on the timesheet in the same manner

as other Call Back Time. This time is always paid at the straight hourly pay rate. This time must be paid, and may not be comped (Time Type 630).

- Productive time on a holiday is entered as Holiday Worked (time type 050). In Figure 12, the individual worked their 8 hour shift on Wednesday and then was called back later that evening. They worked 1 hour after being called back. The time sheet reflects the 1 hour worked by adding 1 hour of Regular Time 010 to the 8 hours of regular time that the employee worked that day. The remaining 2 hours of call back time are recorded on Wednesday as time type 630 Call Back Time.

Figure 12 – Call Back Time D3313261 ACT: _ +---- PAYROLL TIME SHEET ----+------- APPROVED BY ------+ | SMITH, JOHN | EMPL SUPR PROC | +WK REG OVT HOLI |FOR 01/25/2008 - 02/07/2008 | NO NO NO | |1 41.00 0.00 0.00 |TIME SHEET: 3-452094 | PENDING OFFI APPRVAL | |2 40.00 0.00 0.00 |COST CENT : 005-410010 | PROOFREAD: NO | +----------------------+----------------------------+--------------------------+ REMARKS: PAGE 0001 OF 0001 ACT HOURS ---- TYPE OF TIME ---- ----DATE---- ------ MESSAGE ---------- _ 8.00 010 - REGULAR TIME FRI 01/25/2008 _ 8.00 010 - REGULAR TIME MON 01/28/2008 _ 8.00 010 - REGULAR TIME TUE 01/29/2008 _ 9.00 010 - REGULAR TIME WED 01/30/2008 _ 2.00 630 - CALL BACK TIME WED 01/30/2008 _ 8.00 010 - REGULAR TIME THU 01/31/2008 === > WEEK TWO < === _ 8.00 010 - REGULAR TIME FRI 02/01/2008 _ 8.00 010 - REGULAR TIME MON 02/04/2008 _ 8.00 010 - REGULAR TIME TUE 02/05/2008

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Standby hours are entered on the time sheet on the applicable day. For instance, if an employee is on standby from 4:30 p.m. Monday until 8:00 a.m. Tuesday, you would enter 7.50 hours of standby on Monday and 8.0 hours of standby on Tuesday. Call Back During Standby Time: - If an employee is called out during the same period of time they are on standby, the

hours of call back (productive and non-productive) must be subtracted from the standby hours.

- The productive call back time is entered as regular hours on the time sheet. The non-productive hours are entered as call back hours on the time sheet. The total of these hours is subtracted from the total standby time.

In the example below, the individual was on standby time from 8pm Wednesday to 8 am Thursday. They were called back in on Wednesday for 1 hour. The entries would be 1 hour of regular time (010) added to their 8 hours of regular time for the time worked that day. They would also receive their additional 2 hours of Call Back Time (630) to total three hours. They would then have the remaining 1 hour of standby time recorded as time type 620 for Wednesday and all 8 hours of standby time for Thursday.

Figure 13 – Call Back and Standby Times D3313261 ACT: _ +---- PAYROLL TIME SHEET ----+------- APPROVED BY ------+ | SMITH, JOHN | EMPL SUPR PROC | +WK REG OVT HOLI |FOR 01/25/2008 - 02/07/2008 | NO NO NO | |1 41.00 0.00 0.00 |TIME SHEET: 3-452094 | PENDING OFFI APPRVAL | |2 40.00 0.00 0.00 |COST CENT : 005-410010 | PROOFREAD: NO | +----------------------+----------------------------+--------------------------+ REMARKS: PAGE 0001 OF 0001 ACT HOURS ---- TYPE OF TIME ---- ----DATE---- ------ MESSAGE ---------- _ 8.00 010 - REGULAR TIME FRI 01/25/2008 _ 8.00 010 - REGULAR TIME MON 01/28/2008 _ 8.00 010 - REGULAR TIME TUE 01/29/2008 _ 9.00 010 - REGULAR TIME WED 01/30/2008 _ 1.00 620 - STANDBY TIME WED 01/30/2008 _ 2.00 630 - CALL BACK TIME WED 01/30/2008 _ 8.00 010 - REGULAR TIME THU 01/31/2008 _ 8.00 620 - STANDBY TIME THU 01/31/2008 === > WEEK TWO < === _ 8.00 010 - REGULAR TIME FRI 02/01/2008 _ 8.00 010 - REGULAR TIME MON 02/04/2008

2.10.3 Paying Off Comp Time, Holiday Comp Time, and Banked Holiday Hours

Comp Time, Holiday Comp Time and Banked Holiday hours can be paid directly from the electronic time sheet. To do this, add a line on the first day of the pay period, and then enter the time type to be paid (i.e., 600 – Comp Time Pay, 610 – Holiday Comp Time Pay and 615 – Bank Holiday Pay). This entry can also be made by exploding the day and entering the number of hours to be paid in the appropriate field.

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2.11 Proofreading

Use the {P} command to proofread a document. This header action proofreads both the time sheet and the work report. Proofreading verifies the types of time used. It also checks vacation, sick leave, and "comp" time totals to ensure you have enough for the time claimed. Contract rules are enforced. If the computer discovers an error on the time sheet, it will print a message just under the word "REMARKS". If the error relates to a single line of the time sheet, an error flag will also print to the right of the line that contains the error.

Figure 14 – Payroll Time Sheet – Example of Error D3313261 ACT: P +---- PAYROLL TIME SHEET ----+------- APPROVED BY ------+ | SMITH, JOHN | EMPL SUPR PROC | +WK REG OVT HOLI |FOR 01/11/2008 - 01/24/2008 | NO NO NO | |1 40.00 0.00 0.00 |TIME SHEET: 3-446329 | PENDING EMPL APPRVAL | |2 40.00 0.00 0.00 |COST CENT : 005-410010 | PROOFREAD: NO | +----------------------+----------------------------+--------------------------+ REMARKS: PAGE 0001 OF 0001 TS82077E THIS EMPLOYEE NEEDS TO USE SCHEDULED/UNSCHEDULED TIME OFF ACT HOURS ---- TYPE OF TIME ---- ----DATE---- ------ MESSAGE ---------- _ 8.00 010 - REGULAR TIME FRI 01/11/2008 _ 8.00 010 - REGULAR TIME MON 01/14/2008 _ 8.00 010 - REGULAR TIME TUE 01/15/2008 _ 8.00 010 - REGULAR TIME WED 01/16/2008 _ 8.00 010 - REGULAR TIME THU 01/17/2008 === > WEEK TWO < === _ 8.00 010 - REGULAR TIME FRI 01/18/2008 _ 8.00 250 - HOLIDAY MON 01/21/2008 _ 8.00 206 - VACATION TUE 01/22/2008 <=== ERROR ==== _ 8.00 010 - REGULAR TIME WED 01/23/2008 _ 8.00 010 - REGULAR TIME THU 01/24/2008 ? ACTION HELP PF7 BKWD PF8 FWD PF9 HELP PF10 PF KEYS PF12 RETURN CLEAR EXIT

When the proofread is successful, the proofread status indicator (in the Status box in the upper right corner of the screen) will change from "NO" to "YES". The proofread status indicator will remain "YES" until a change is made to the time sheet. A change made to the time sheet will return the proofread status indicator to "NO". Note: It is not necessary to proofread a document as a separate step. When you apply approval, the computer does an automatic proofread at that time.

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2.12 Hours Summary Screen To see a total of all hours for the time sheet, listed by time type, enter HS in the header action field. A summary screen will appear. Press {PF12} to return to the time sheet.

Figure 15 – Payroll Time Sheet – Summary of Hours by Time Type M3313233 ACT: hs +---- PAYROLL TIME SHEET ----+------- APPROVED BY ------+ | SMITH, JOHN | EMPL SUPR PROC | +WK REG OVT HOLI |FOR 01/11/2008 - 01/24/2008 | NO NO NO | |1 40.00 0.00 0.00 |TIME SHEET: 3-446329 | PENDING EMPL APPRVAL | |2 40.00 0.00 0.00 |COST CENT : 005-410010 | PROOFREAD: YES | +----------------------+----------------------------+--------------------------+ REMARKS: PAGE 0001 OF 0001 TS61007I TIME SHEET HAS BEEN PROOFREAD - SUMMARY OF HOURS BY TIME TYPE- CT HOURS ---- TYPE OF TIME ---- ----DATE--- | REGULAR TIME 60.00 | _ 8.00 010 - REGULAR TIME FRI 01/11/20 | SCHED VACATION 12.00 | _ 4.00 010 - REGULAR TIME MON 01/14/20 | HOLIDAY 8.00 | _ 4.00 200 - SCHED VACATION MON 01/14/20 | | _ 8.00 010 - REGULAR TIME TUE 01/15/20 | | _ 8.00 010 - REGULAR TIME WED 01/16/20 | | _ 8.00 010 - REGULAR TIME THU 01/17/20 | | _ === > WEEK TWO < === | | _ 8.00 010 - REGULAR TIME FRI 01/18/20 | | _ 8.00 250 - HOLIDAY MON 01/21/20 | | _ 8.00 200 - SCHED VACATION TUE 01/22/20 | | _ 8.00 010 - REGULAR TIME WED 01/23/20 | PF7 BKWD PF8 FWD PF12 RETURN | _ 8.00 010 - REGULAR TIME THU 01/24/20 -------------------------------- 2.13 Time Off Summary Screen

To see a total of all leave used, Comp, Holiday Comp, and Banked Holiday Earned on the time sheet, listed by type, enter TO in the header action field. A summary screen will appear. Press {PF12} to return to the time sheet.

Figure 16 – Payroll Time Sheet – Time Off Summary D3313229 ACT: to +---- PAYROLL TIME SHEET ----+------- APPROVED BY ------+ | SMITH, JOHN | EMPL SUPR PROC | +WK REG OVT HOLI |FOR 01/25/2008 - 02/07/2008 | NO NO NO | |1 40.00 0.00 0.00 |TIME SHEET: 3-451456 | PENDING EMPL APPRVAL | |2 40.00 0.00 0.00 |COST CENT : 005-410010 | PROOFREAD: NO | +----------------------+----------------------------+--------------------------+ REMARKS: PAGE 0001 OF 0001 TS61006I USE ACTION "W" TO VIEW WARNINGS ACT HOURS ---- TYPE OF TIME ---- ----DATE---- ------ MESSAGE ---------- _ 8.00 206 - .------------------- TIME OFF SUMMARY -----------------. _ 4.00 800 - | | EARNED | TAKEN | CNVRT | BALANCE | _ 8.00 010 - |------------------------------------------------------| _ 8.00 010 - | VACATION | | 8.00 | 4.00 | 512.26 | _ 8.00 010 - | SICK LEAVE | | 8.00 | 4.00 | 1709.88 | _ 8.00 010 - | FAMILY/FUNERAL | | | | 29.00 | === > | COMP TIME | | | | | _ 8.00 010 - | HOLIDAY COMP | | | | | _ 8.00 221 - | BANKED HOLIDAY | | | | | _ 8.00 010 - | | | | | | _ 8.00 010 - | | | | | | _ 8.00 010 - | | | | | |

Note: The Time Off Summary screen balance does not include the accruals for the current pay period, since accruals are not earned until the payroll warrant is written.

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2.14 Viewing Warning Messages

Sometimes the proofread action will not encounter an error, but will find something on your time sheet that might be a problem. An example is when your vacation balance is within 24 hours of your vacation maximum. After using the proofread action, or approving the time sheet, the computer might display a message on the time sheet just below the word "REMARKS:"

Figure 17 – Warning Message D3313261 ACT: _ +---- PAYROLL TIME SHEET ----+------- APPROVED BY ------+ | SMITH, JOHN | EMPL SUPR PROC | +WK REG OVT HOLI |FOR 01/11/2008 - 01/24/2008 | NO NO NO | |1 40.00 0.00 0.00 |TIME SHEET: 3-436199 | PENDING EMPL APPRVAL | |2 40.00 0.00 0.00 |COST CENT : 005-410010 | PROOFREAD: YES | +----------------------+----------------------------+--------------------------+ REMARKS: PAGE 0001 OF 0001 TS61006I USE ACTION "W" TO VIEW WARNINGS ACT HOURS ---- TYPE OF TIME ---- ----DATE---- ------ MESSAGE ---------- _ 8.00 010 - REGULAR TIME FRI 01/11/2008 _ 8.00 010 - REGULAR TIME MON 01/14/2008 _ 8.00 010 - REGULAR TIME TUE 01/15/2008 _ 8.00 010 - REGULAR TIME WED 01/16/2008 _ 8.00 010 - REGULAR TIME THU 01/17/2008 === > WEEK TWO < === _ 8.00 010 - REGULAR TIME FRI 01/18/2008 _ 8.00 250 - HOLIDAY MON 01/21/2008 _ 8.00 010 - REGULAR TIME TUE 01/22/2008 _ 8.00 010 - REGULAR TIME WED 01/23/2008 _ 8.00 010 - REGULAR TIME THU 01/24/2008

It does not print the warning message(s) themselves since there might be more than one. To view the warning messages, use the {W} action in the header action field and press {ENTER}. The computer will display a screen showing the warning messages associated with your time sheet. Press {PF12} to return to the time sheet. Warnings indicate that some action on your part might be necessary. In this example, it would be a good idea to schedule some vacation time!

Figure 18 – Warning Message Screen D3313274 ACTION: _ PAYROLL TIME SHEETS PAGE: 0001 ----------------------------- WARNINGS ------------------------------- TS82404W YOUR VACATION BALANCE IS WITHIN 24 HOURS OF YOUR VACATION MAXIMUM OF 528.00 HOURS

2.15 Applying Approval

To complete your time sheet it is necessary to approve it. Type a {Y} in the header action field and press {ENTER}. The computer will change the status of the time sheet from Pending Employee Approval to Pending Supervisor's Approval. It also will change the "EMPL" status in the APPROVED BY box from "No" to "Yes". The APPROVED BY box at the top right corner of the time sheet contains the approval levels the time sheet must pass through before a pay check is issued.

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2.16 Unapproving A Time Sheet

You cannot make changes to a time sheet after it is approved, unless you have authority to approve it at the next level. To make a change after you have approved the time sheet, you must unapprove it. Type an {N} in the header action field of the time sheet and press {ENTER}. Doing so will return the time sheet to PENDING EMPLOYEE APPROVAL. Note: You can unapprove a time sheet only if your supervisor has not yet applied the supervisor’s level of approval to the time sheet.

2.17 Canceling A Time Sheet Only rarely will you need to cancel a time sheet. A problem with a time sheet can be corrected either before or after approval (if after, by unapproving it). If it is necessary to cancel a time sheet, however, it is an easy procedure to do so. To cancel a time sheet, move the cursor to the header action field, type {C}, and press {ENTER}. The computer will place the cursor just after the word "REMARKS". You must enter a reason for canceling the time sheet. When you have completed your remarks, press the {ENTER} key again. The time sheet will be canceled. It is then necessary to write a new time sheet for the pay period (see section 2.1).

2.18 Setting Up Time Sheet Defaults

The standard time sheet uses two 40-hour workweeks, each composed of five 8-hour days, Friday through Thursday. This schedule is the most common work schedule, but obviously not the only one. To avoid having to modify a time sheet every pay period--to accommodate a compressed workweek, for instance--the Time Reporting System allows you to set up a personalized default time sheet. If you set up a default time sheet, then every pay period the computer will create a time sheet for you with your personalized schedule already in place.

Figure 19 - Time Sheet Defaults Screen

D3313262 ACT: _ +--- TIME SHEET DEFAULTS ---+------- APPROVALS --------+ +-WEEK---REG-----OVT-- | FIRST NAME: JOHN | EMPL SUPR PROC | | 1 40.00 0.00 | LAST NAME : SMITH | MON-FRI WEEK.....: Y | | 2 40.00 0.00 | COST CENT : 005-410010 | MANDATORY SCHED..: NO | +----------------------+----------------------------+--------------------------+ PAGE 0001 OF 0001 ACT HOURS --- TYPE OF TIME ---- --DAY OF PP-- ------ MESSAGE ---------- === > WEEK ONE < === _ 12.00 800 - SICK LEAVE CNVRT 01 FRIDAY _ 10.00 010 - REGULAR TIME 04 MONDAY _ 10.00 010 - REGULAR TIME 05 TUESDAY _ 10.00 010 - REGULAR TIME 06 WEDNESDAY _ 10.00 010 - REGULAR TIME 07 THURSDAY === > WEEK TWO < === _ 10.00 010 - REGULAR TIME 11 MONDAY _ 10.00 010 - REGULAR TIME 12 TUESDAY _ 10.00 010 - REGULAR TIME 13 WEDNESDAY _ 10.00 010 - REGULAR TIME 14 THURSDAY LINE ACTIONS ===> S SELECTION LIST A ADD M MOD D DEL HEADER ACTIONS ===> S SELECTION LIST EI EMPLOYEE INFO PF1 PREV IN CC PF2 NEXT IN CC PF7 BKWD PF8 FWD PF9 HELP PF12 RETURN CLEAR EXIT

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2.18.1 Finding the Time Sheet Defaults Screen

You reach the Time Sheet Defaults screen (Figure 19) from either:

a. The Time Sheets For An Employee screen (Figure 4, page 6) by using the {D} action in the header action field. or

b. The Time Sheet itself (Figure 5, page 7) by using the {D} action in the header action field.

In either case the computer will display a screen like Figure 19, page 21. This screen shows a compressed workweek of four 10-hour days. The employee does not work Fridays. Also notice that he has set up a line on the first Friday of the pay period to convert sick leave to vacation automatically (also see section 2.18.4).

2.18.2 Editing The Time Sheet Defaults

Editing the time sheet defaults screen uses the same line actions as editing the payroll time sheet. You can add, modify, and delete lines. You also can use the time type selection list to change the type of time for a given line. For more information on these subjects, see Section 2.

2.18.3 Your Personalized Schedule

To set up a default time sheet for your personal schedule, edit the daily entries for the two-week period to reflect the actual hours and days you work. If you work four 9-hour days, from Monday to Thursday, and one 4-hour day Friday, the entries on your default screen will look like the partial time sheet in Figure 20 below. Once your defaults are set the way you want them, press the {PF12} key to return to your original screen. The new defaults will act as a template for the computer to use in the creation of your time sheet each pay period. Figure 20 – Default Time Sheet – 9-Hour Days

ACT HOURS --- TYPE OF TIME ---- --DAY OF PP-- === > WEEK ONE < === _ 4.00 010 - REGULAR TIME 01 FRIDAY _ 12.00 800 - SICK LEAVE CNVRT 01 FRIDAY _ 9.00 010 - REGULAR TIME 04 MONDAY _ 9.00 010 - REGULAR TIME 05 TUESDAY _ 9.00 010 - REGULAR TIME 06 WEDNESDAY _ 9.00 010 - REGULAR TIME 07 THURSDAY === > WEEK TWO < === _ 4.00 010 - REGULAR TIME 08 FRIDAY _ 9.00 010 - REGULAR TIME 11 MONDAY _ 9.00 010 - REGULAR TIME 12 TUESDAY _ 9.00 010 - REGULAR TIME 13 WEDNESDAY _ 9.00 010 - REGULAR TIME 14 THURSDAY

Note: When you change your time sheet defaults, and return to your time sheet, notice that

the new defaults are not on your current time sheet. The new defaults will appear the next time a time sheet is written for you.

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2.18.4 Sick Leave Converted Into Vacation To automatically convert your sick leave to vacation each month, you need to go to your default time sheet (Figure 19, page 21), and enter an {A} in the line action field of the first Friday of the pay period, change the hours in the hours field to the appropriate conversion amount (Figure 21 below), change the time type code to 800, and press {ENTER}. With your default time sheet coded in this way, your sick leave will now be converted automatically to vacation each month that you meet the eligibility requirements. Permanent part-time employees convert a lesser amount of sick leave depending on the hours scheduled. Figure 21 – Sick Leave Accrual and Conversion Rates

AFSCME, IUP Science, and Non-Contract Employees

Sick Leave Balance Accrual Rate Conversion Rate Sick Hours Vacation Hours

0 to 750 hours 5.538462 (18 days per year) 12 4 750 to 1,500 hours 3.692308 (12 days per year) 8 4 Over 1,500 hours 1.846154 (6 days per year) 4 4

IUP Social Services Unit

Sick Leave Balance Accrual Rate Conversion Rate Sick Hours Vacation Hours

0 to 750 hours 3.692308 (12 days per year) 8 4 750 to 1,500 hours 2.769231 (9 days per year) 6 4 Over 1,500 hours 1.846154 (6 days per year) 4 4 Note that the above ratios are for permanent, full-time employees. The ratios for permanent, part-time employees will be prorated. What these new ratios mean is that you will be prompted to change the number of hours entered as time type 800 on your HRIS timesheet for the Sick Leave Conversion. For example, as long as your sick leave balance at the end of the pay period in which sick leave conversion occurs is 0 to 750, the entry of 12 hours (AFSCME, IUP Science Unit, Non-contract) of time type 800 will process and an additional 4 hours of vacation will be added to your vacation balance when the payroll warrant is written, in addition to your normal vacation accrual. You will know when to change the default and your time sheet because you will receive an error message when proofing or approving the time sheet which has the incorrect conversion amount (Figure 22, page 24).

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Figure 22 – Payroll Time Sheet – Sick Leave Conversion D3313261 ACT: P +---- PAYROLL TIME SHEET ----+------- APPROVED BY ------+ | SMITH, JOHN | EMPL SUPR PROC | +WK REG OVT HOLI |FOR 01/25/2008 - 02/07/2008 | NO NO NO | |1 40.00 0.00 0.00 |TIME SHEET: 3-451454 | PENDING EMPL APPRVAL | |2 40.00 0.00 0.00 |COST CENT : 005-410010 | PROOFREAD: NO | +----------------------+----------------------------+--------------------------+ REMARKS: PAGE 0001 OF 0001 TS82028E INVALID AMOUNT FOR SICK LEAVE CONVERSION ACT HOURS ---- TYPE OF TIME ---- ----DATE---- ------ MESSAGE ---------- _ 8.00 010 - REGULAR TIME FRI 01/25/2008 _ 12.00 800 - SICK LEAVE CNVRT FRI 01/25/2008 <=== ERROR ==== _ 8.00 010 - REGULAR TIME MON 01/28/2008 _ 8.00 010 - REGULAR TIME TUE 01/29/2008 _ 8.00 010 - REGULAR TIME WED 01/30/2008 _ 8.00 010 - REGULAR TIME THU 01/31/2008 === > WEEK TWO < === _ 8.00 010 - REGULAR TIME FRI 02/01/2008 _ 8.00 010 - REGULAR TIME MON 02/04/2008 _ 8.00 010 - REGULAR TIME TUE 02/05/2008 _ 8.00 010 - REGULAR TIME WED 02/06/2008 _ 8.00 010 - REGULAR TIME THU 02/07/2008 ? ACTION HELP PF7 BKWD PF8 FWD PF9 HELP PF10 PF KEYS PF12 RETURN CLEAR EXIT To correct this error, all you have to do is change the number of hours to the correct amount and the timesheet error will disappear. When you look at your TO summary screen (Figure 16, page 19), you will see the correct sick leave conversion ratio for this pay period. At this time, remember to change the default timesheet also, so that future timesheets will be written with the appropriate Sick Leave Conversion hours already populated. As your balance changes and as you move up or down into a different tier of sick leave accrual, the appropriate edits will be done and you will be prompted again to change your timesheet. Note: When you change your time sheet defaults, and return to your time sheet, notice that the new defaults are not on your current time sheet. The new default for sick leave conversion will appear the next time a time sheet is generated for you in a pay period which includes the first calendar day of the month. 2.19 Holidays

The Federal wage and hour laws require that an employee be paid for the time that they work on a regularly scheduled day. Any employee who works on a holiday must be paid for the hours worked on that holiday. Holiday time and rules relating to that time are slightly different depending on your bargaining unit. Please refer to the section that discusses your bargaining unit for details.

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2.19.1 System Defaults for Holidays

The Time Reporting System is programmed to enter the holidays designated by the State of Iowa for all Mon-Fri employees. If the holiday falls on Saturday, it will be granted on the preceding Friday, and if it falls on Sunday, it will be granted on the following Monday. For non Mon-Fri employees, the actual day of the holiday will be entered on the employee’s time sheet (i.e., New Years Day, Fourth of July, Veterans Day, and Christmas Day). It is important that the appropriate designation be set on each employee’s EI record in order for the employee’s correct holiday to be entered on the time sheet for that pay period. The holiday will show as time type 250 – Holiday.

Figure 23 – Default Holiday D3313261 ACT: _ +---- PAYROLL TIME SHEET ----+------- APPROVED BY ------+ | SMITH, JOHN | EMPL SUPR PROC | +WK REG OVT HOLI |FOR 01/11/2008 - 01/24/2008 | NO NO NO | |1 40.00 0.00 0.00 |TIME SHEET: 3-436199 | PENDING EMPL APPRVAL | |2 40.00 0.00 0.00 |COST CENT : 005-410010 | PROOFREAD: YES | +----------------------+----------------------------+--------------------------+ REMARKS: PAGE 0001 OF 0001 TS61006I USE ACTION "W" TO VIEW WARNINGS ACT HOURS ---- TYPE OF TIME ---- ----DATE---- ------ MESSAGE ---------- _ 8.00 010 - REGULAR TIME FRI 01/11/2008 _ 8.00 010 - REGULAR TIME MON 01/14/2008 _ 8.00 010 - REGULAR TIME TUE 01/15/2008 _ 8.00 010 - REGULAR TIME WED 01/16/2008 _ 8.00 010 - REGULAR TIME THU 01/17/2008 === > WEEK TWO < === _ 8.00 010 - REGULAR TIME FRI 01/18/2008 _ 8.00 250 - HOLIDAY MON 01/21/2008 _ 8.00 010 - REGULAR TIME TUE 01/22/2008 _ 8.00 010 - REGULAR TIME WED 01/23/2008 _ 8.00 010 - REGULAR TIME THU 01/24/2008 2.19.2 Recording Hours Worked on a Holiday

If the employee works on the holiday, add a line to the time sheet, using time type 050 – Holiday Worked, and the actual number of hours the employee worked that day. For Non-Contract and AFSCME employees do not delete the entry for the Holiday itself (time type 250). You may opt to have the premium portion, if applicable, of the Holiday worked as either pay (time type 650 – Holiday Premium Pay) or as Holiday Comp Earned (time type 040), but you must be paid for the actual hours worked on the holiday. See also sections 2.19.4 for Non-Contract employees and 2.19.5 for AFSCME employees. See section 2.19.6 for IUP Employees.

2.19.3 Banked Holiday

For Non-Contract and AFSCME Employees, if the holiday falls on the employee’s regularly scheduled day off, and the employee wants to bank those hours to be used at a later date, change the holiday entry from time type 250 – Holiday, to 830 – Banked Holiday. The employee can also be paid for the Holiday by leaving it at time type 250. See also sections 2.19.4 for Non-Contract employees and 2.19.5 for AFSCME employees. See section 2.19.6 for IUP Employees.

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2.19.4 Holidays for Non-Contract Employees

For non-contract employees, if the employee is required to work on the holiday, they will be compensated at the appropriate rate for their job class. Non-contract employees may choose to be compensated in cash, or at the discretion of their agency, may be given compensatory time off for the portion of the holiday time that they work. If a holiday falls on a non contract employee’s regularly scheduled day off, and if that employee works their regular 40 hours that week, the employee may bank their holiday (at straight time) for use at a later date, or may be paid cash for the holiday at their straight rate. A non-contract employee who does not accrue sick leave or vacation leave and works on a holiday will be given their regular pay for the hours worked on that holiday and would not have the option to earn compensatory time.

In Figure 24 below, the holiday fell on the employee’s regularly scheduled day off. The employee chose to be paid out for the holiday at their straight hourly rate. In that case, the employee leaves the time type 250 Holiday on their timesheet. If the employee chooses to bank the holiday to be used at a later date, they would change the time type from 250 Holiday to 830 Banked Holiday (see 2.3 Modifying a Line).

Figure 24 – Non-Contract Holiday Paid D3313261 ACT: _ +---- PAYROLL TIME SHEET ----+------- APPROVED BY ------+ | SMITH, JOHN | OFFI PROC | +WK REG OVT HOLI |FOR 01/11/2008 - 01/24/2008 | NO NO | |1 40.00 0.00 0.00 |TIME SHEET: 3-437933 | PENDING OFFI APPRVAL | |2 48.00 0.00 0.00 |COST CENT : 005-410010 | PROOFREAD: NO | +----------------------+----------------------------+--------------------------+ REMARKS: PAGE 0001 OF 0001 TS61006I USE ACTION "W" TO VIEW WARNINGS ACT HOURS ---- TYPE OF TIME ---- ----DATE---- ------ MESSAGE ---------- _ 8.00 010 - REGULAR TIME FRI 01/11/2008 _ 8.00 010 - REGULAR TIME SAT 01/12/2008 _ 8.00 010 - REGULAR TIME TUE 01/15/2008 _ 8.00 010 - REGULAR TIME WED 01/16/2008 _ 8.00 010 - REGULAR TIME THU 01/17/2008 === > WEEK TWO < === _ 8.00 010 - REGULAR TIME FRI 01/18/2008 _ 8.00 010 - REGULAR TIME SAT 01/19/2008 _ 8.00 250 - HOLIDAY MON 01/21/2008 _ 8.00 010 - REGULAR TIME TUE 01/22/2008 _ 8.00 010 - REGULAR TIME WED 01/23/2008 _ 8.00 010 - REGULAR TIME THU 01/24/2008

In Figure 25 on page 27, the holiday fell on the employee’s regularly scheduled work day and the employee worked that day. The employee records their actual time worked as time type 050 Holiday Worked. The employee would also have an entry for either time type 250 Holiday or time type 830 Banked Holiday (see above).

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Figure 25 – Non-Contract Holiday Worked D3313261 ACT: _ +---- PAYROLL TIME SHEET ----+------- APPROVED BY ------+ | SMITH, JOHN | OFFI PROC | +WK REG OVT HOLI |FOR 01/11/2008 - 01/24/2008 | NO NO | |1 40.00 0.00 0.00 |TIME SHEET: 3-437933 | PENDING OFFI APPRVAL | |2 40.00 0.00 8.00 |COST CENT : 005-410001 | PROOFREAD: NO | +----------------------+----------------------------+--------------------------+ REMARKS: PAGE 0001 OF 0001 TS61006I USE ACTION "W" TO VIEW WARNINGS ACT HOURS ---- TYPE OF TIME ---- ----DATE---- ------ MESSAGE ---------- _ 8.00 010 - REGULAR TIME FRI 01/11/2008 _ 8.00 010 - REGULAR TIME SAT 01/12/2008 _ 8.00 010 - REGULAR TIME MON 01/14/2008 _ 8.00 010 - REGULAR TIME TUE 01/15/2008 _ 8.00 010 - REGULAR TIME WED 01/16/2008 === > WEEK TWO < === _ 8.00 010 - REGULAR TIME FRI 01/18/2008 _ 8.00 010 - REGULAR TIME SAT 01/19/2008 _ 8.00 050 - HOLIDAY WORKED MON 01/21/2008 _ 8.00 250 - HOLIDAY MON 01/21/2008 _ 8.00 010 - REGULAR TIME TUE 01/22/2008 _ 8.00 010 - REGULAR TIME WED 01/23/2008

2.19.5 Holidays for AFSCME Employees

For employees covered under the AFSCME collective bargaining agreement who are scheduled to work on a shift other than first shift, the system allows holiday worked and holiday compensatory time earned to be recorded on the day before the holiday and the day after the holiday. This was done to accommodate contract language in Article IX, Section 12, paragraph C, which states:

“When an employee is required by the employer to work a holiday listed in 12 (a) above, the employer agrees to provide holiday premium pay at the rate of time and one-half the employee’s regular rate in addition to their normal holiday pay for all hours worked between the hours of 12:00 a.m. and 11:59 p.m. and for all hours worked on a regularly scheduled shift for which at least half of the scheduled hours fall on a holiday.”

For example, if an employee normally works from 10:00 p.m. to 6:00 a.m. starting on the evening before a holiday, the system will allow entry of 2 hours holiday worked on the day before the holiday and 8 hours holiday worked on the holiday. (Six hours from midnight to 6:00 a.m., plus two hours from 10:00 p.m. to midnight on the holiday.) If the employee enters more than 24 hour of holiday worked and/or holiday comp time within a 3-day period that includes a holiday, the system will force a departmental approval, as an added check. If your practice has been to enter all holiday worked/comp time on the holiday, you do not have to change your practice. This modification was made for agencies that prefer to record the premium time on the actual day worked when a shift crosses two days.

In Figure 26 on page 28, the department has the policy to count the hours at the time the employee clocks in for their shift; therefore, all 8 hours of the holiday worked will show on the time sheet on the Monday when the employee clocked in. The employee has chosen to be paid for their 8 hours of holiday in lieu of “comping” the time. This is step one of entering the time in for the holiday.

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Figure 26 – AFSCME Holiday Worked – Step 1 D3313261 ACT: _ +---- PAYROLL TIME SHEET ----+------- APPROVED BY ------+ | SMITH, JOHN | OFFI PROC | +WK REG OVT HOLI |FOR 01/11/2008 - 01/24/2008 | NO NO | |1 40.00 0.00 0.00 |TIME SHEET: 3-437894 | PENDING OFFI APPRVAL | |2 40.00 0.00 8.00 |COST CENT : 005-410010 | PROOFREAD: NO | +----------------------+----------------------------+--------------------------+ REMARKS: PAGE 0001 OF 0001

ACT HOURS ---- TYPE OF TIME ---- ----DATE---- SHIFT ------ MESSAGE ---------- _ 8.00 010 - REGULAR TIME SUN 01/13/2008 2 _ 8.00 010 - REGULAR TIME MON 01/14/2008 2 _ 8.00 010 - REGULAR TIME TUE 01/15/2008 2 _ 8.00 010 - REGULAR TIME WED 01/16/2008 2 _ 8.00 010 - REGULAR TIME THU 01/17/2008 2 === > WEEK TWO < === _ 8.00 010 - REGULAR TIME SUN 01/20/2008 2 _ 8.00 050 - HOLIDAY WORKED MON 01/21/2008 2 _ 8.00 250 - HOLIDAY MON 01/21/2008 2 _ 8.00 010 - REGULAR TIME TUE 01/22/2008 2 _ 8.00 010 - REGULAR TIME WED 01/23/2008 2 _ 8.00 010 - REGULAR TIME THU 01/24/2008 2

The next step in entering holiday time for an AFSCME employee would be to proof the timesheet (“P” in the header action field). You can see in the example below, once the timesheet has been proofread, there is a line added on the day of the holiday for time type 650 Holiday Premium Pay.

Figure 27 – AFSCME Holiday Worked – Step 2 D3313261 ACT: _ +---- PAYROLL TIME SHEET ----+------- APPROVED BY ------+ | SMITH, JOHN | OFFI PROC | +WK REG OVT HOLI |FOR 01/11/2008 - 01/24/2008 | NO NO | |1 40.00 0.00 0.00 |TIME SHEET: 3-437894 | PENDING OFFI APPRVAL | |2 40.00 0.00 8.00 |COST CENT : 005-410010 | PROOFREAD: YES | +----------------------+----------------------------+--------------------------+ REMARKS: PAGE 0001 OF 0001 TS61007I TIME SHEET HAS BEEN PROOFREAD ACT HOURS ---- TYPE OF TIME ---- ----DATE---- SHIFT ------ MESSAGE ---------- _ 8.00 010 - REGULAR TIME SUN 01/13/2008 2 _ 8.00 010 - REGULAR TIME MON 01/14/2008 2 _ 8.00 010 - REGULAR TIME TUE 01/15/2008 2 _ 8.00 010 - REGULAR TIME WED 01/16/2008 2 _ 8.00 010 - REGULAR TIME THU 01/17/2008 2 === > WEEK TWO < === _ 8.00 010 - REGULAR TIME SUN 01/20/2008 2 _ 8.00 050 - HOLIDAY WORKED MON 01/21/2008 2 _ 8.00 250 - HOLIDAY MON 01/21/2008 2 _ 4.00 650 - HOLI PREM PAY MON 01/21/2008 2 _ 8.00 010 - REGULAR TIME TUE 01/22/2008 2 _ 8.00 010 - REGULAR TIME WED 01/23/2008 2 _ 8.00 010 - REGULAR TIME THU 01/24/2008 2 After the AFSCME employee has proofread their timesheet and the Holiday Premium Pay time type has been inserted by the Time Reporting System, the employee now has the choice to be paid for the premium portion of the holiday worked, or they may choose to comp the premium portion for the hours worked. To have the premium portion comped, the time type 650 Holiday Premium Pay would be changed to time type 040 Holiday Comp Earned. The employee must be paid for the actual hours worked on the holiday as time type 050 Holiday Worked. See Figure 28 on page 29.

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Figure 28 – AFSCME Holiday Worked – Step 3 (Optional) D3313261 ACT: _ +---- PAYROLL TIME SHEET ----+------- APPROVED BY ------+ | SMITH, JOHN | OFFI PROC | +WK REG OVT HOLI |FOR 01/11/2008 - 01/24/2008 | NO NO | |1 40.00 0.00 0.00 |TIME SHEET: 3-437894 | PENDING OFFI APPRVAL | |2 40.00 0.00 12.00 |COST CENT : 005-410010 | PROOFREAD: NO | +----------------------+----------------------------+--------------------------+ REMARKS: PAGE 0001 OF 0001 ACT HOURS ---- TYPE OF TIME ---- ----DATE---- SHIFT ------ MESSAGE ---------- _ 8.00 010 - REGULAR TIME SUN 01/13/2008 2 _ 8.00 010 - REGULAR TIME MON 01/14/2008 2 _ 8.00 010 - REGULAR TIME TUE 01/15/2008 2 _ 8.00 010 - REGULAR TIME WED 01/16/2008 2 _ 8.00 010 - REGULAR TIME THU 01/17/2008 2 === > WEEK TWO < === _ 8.00 010 - REGULAR TIME SUN 01/20/2008 2 _ 4.00 040 - HOLI COMP EARNED MON 01/21/2008 2 _ 8.00 050 - HOLIDAY WORKED MON 01/21/2008 2 _ 8.00 250 - HOLIDAY MON 01/21/2008 2 _ 8.00 010 - REGULAR TIME TUE 01/22/2008 2 _ 8.00 010 - REGULAR TIME WED 01/23/2008 2 _ 8.00 010 - REGULAR TIME THU 01/24/2008 2

An AFSCME employee may also choose to bank the Holiday (time type 250) up to the number of hours actually worked (time type 050) as time type 830 Banked Holiday. In the example below, the employee worked 6 hours on the holiday and earned 3 hours of premium time (which the employee comped). Since the employee only worked 6 hours, they are only allowed to bank 6 hours of their holiday time (time type 830) and will be paid for 2 hours of their holiday time (time type 250).

Figure 29 – AFSCME Holiday Worked – Step 4 (Optional) D3313261 ACT: _ +---- PAYROLL TIME SHEET ----+------- APPROVED BY ------+ | SMITH, JOHN | OFFI PROC | +WK REG OVT HOLI |FOR 01/11/2008 - 01/24/2008 | NO NO | |1 40.00 0.00 0.00 |TIME SHEET: 3-437894 | PENDING OFFI APPRVAL | |2 34.00 0.00 15.00 |COST CENT : 005-410010 | PROOFREAD: NO | +----------------------+----------------------------+--------------------------+ REMARKS: PAGE 0001 OF 0001 ACT HOURS ---- TYPE OF TIME ---- ----DATE---- SHIFT ------ MESSAGE ---------- _ 8.00 010 - REGULAR TIME SUN 01/13/2008 2 _ 8.00 010 - REGULAR TIME MON 01/14/2008 2 _ 8.00 010 - REGULAR TIME TUE 01/15/2008 2 _ 8.00 010 - REGULAR TIME WED 01/16/2008 2 _ 8.00 010 - REGULAR TIME THU 01/17/2008 2 === > WEEK TWO < === _ 8.00 010 - REGULAR TIME SUN 01/20/2008 2 _ 3.00 040 - HOLI COMP EARNED MON 01/21/2008 2 _ 6.00 050 - HOLIDAY WORKED MON 01/21/2008 2 _ 2.00 250 - HOLIDAY MON 01/21/2008 2 _ 6.00 830 - BANKED HOLIDAY MON 01/21/2008 2 _ 8.00 010 - REGULAR TIME TUE 01/22/2008 2 _ 8.00 010 - REGULAR TIME WED 01/23/2008 2 _ 8.00 010 - REGULAR TIME THU 01/24/2008 2 ? ACTION HELP PF7 BKWD PF8 FWD PF9 HELP PF10 PF KEYS PF12 RETURN CLEAR EXIT

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2.19.6 Holidays for IUP Employees IUP employees are paid at the premium rate for any hours worked on a holiday (Article IX, Section 10). The employee is compensated for such holiday by receiving equivalent compensatory time off at a later date. If the holiday falls on an employee’s regularly scheduled day off, compensatory time off will be granted at a later date. Holiday compensatory time earned will be added to the regular compensatory time account (Article IX, Section 9). To document the time, the number of hours worked are added by adding a line on the timesheet, using time type 050 – Holiday Worked – on the day of the holiday. The employee will be paid for those hours. The equivalent number of hours worked is also entered as time type 031 – IUP Holiday Comp Earned – to be used at a later date. IUP Holiday Comp Earned will be added to the regular Comp Time field on the Time Off summary screen (use TO in the header action field to view). Time type 250 – Holiday – plus time type 031 – IUP Holiday Comp Earned – must equal 8.00, or the employee’s regularly scheduled hours, if different than 8.00. If the employee worked the entire number of scheduled hours, there would be no entry for time type 250 – Holiday.

Figure 30 – Holiday Worked - IUP D3313261 ACT: _ +---- PAYROLL TIME SHEET ----+------- APPROVED BY ------+ | SMITH, JOHN | EMPL SUPR PROC | +WK REG OVT HOLI |FOR 01/11/2008 - 01/24/2008 | YES NO NO | |1 40.00 0.00 0.00 |TIME SHEET: 3-443308 | PENDING SUPV APPRVAL | |2 34.00 0.00 12.00 |COST CENT : 005-410010 | PROOFREAD: YES | +----------------------+----------------------------+--------------------------+ REMARKS: PAGE 0001 OF 0001 TS61006I USE ACTION "W" TO VIEW WARNINGS ACT HOURS ---- TYPE OF TIME ---- ----DATE---- ------ MESSAGE ---------- _ 9.00 010 - REGULAR TIME FRI 01/11/2008 _ 7.00 010 - REGULAR TIME MON 01/14/2008 _ 8.00 010 - REGULAR TIME TUE 01/15/2008 _ 8.00 010 - REGULAR TIME WED 01/16/2008 _ 8.00 010 - REGULAR TIME THU 01/17/2008 === > WEEK TWO < === _ 8.00 010 - REGULAR TIME FRI 01/18/2008 _ 6.00 031 - IUP HCOMP EARNED MON 01/21/2008 _ 6.00 050 - HOLIDAY WORKED MON 01/21/2008 _ 2.00 250 - HOLIDAY MON 01/21/2008 _ 8.00 010 - REGULAR TIME TUE 01/22/2008 _ 8.00 010 - REGULAR TIME WED 01/23/2008 _ 8.00 010 - REGULAR TIME THU 01/24/2008

For employees covered under the UE/IUP collective bargaining agreement who have the mandatory schedule flag set to YES on the default, the time sheet will be edited against the default time sheet to determine how many hours should be recorded as Holiday. The time sheet will be written in batch with the holiday hours reflecting what is set up for the corresponding day on the default timesheet. This may be more or less than 8 hours. If the holiday hours are changed from what is on the default for that day, the system will generate an error message that states that holiday leave is less (or more) than eligible holiday hours. If the employee’s schedule has changed so that what is on the default is wrong for that week, the default time sheet can be

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changed and then the actual time sheet approved. This was done to ensure that the time reporting system complies with the language in Article IX, Section 9, paragraph D, of the UE/IUP contract, which states: “If a holiday falls on an employee’s regularly scheduled work day, the employee will receive their regular shift pay.”

For those employees who do not work a mandatory schedule and, therefore, the mandatory schedule flag on the default time sheet is set to NO, holiday hours will be set to 8 hours.

4. Gross to Net Payroll Calculator

Employees may access a payroll calculator by entering GN in the header action field. A screen showing the employee’s current pay and deduction information will be displayed. Changes can be made to most fields which will show the impact on an employee’s net pay if such changes were made to the payroll record (wages, changes in withholding allowances, insurances, deferred comp, flexible spending accounts, etc.) Detailed instructions for using the Gross to Net Payroll Calculator are available on on-line Help screens and on the DAS/SAE/Central Payroll section of the DAS Web Site. It is important to note that the Gross to Net Payroll Calculator only shows a calculation of what the changes will affect, and do not actually make the changes to the system. You will need to contact your Personnel Assistant/Payroll Associate to make the actual changes to the system.

5. Signing Off

To sign off HRIS Time Reporting, press the {PF12} key until you arrive at the available application menu. Press {CLEAR} and on the blank screen type “logoff”. At the Application Selection Menu (Figure 2, page 5) type in “logoff” again and you will be signed out of HRIS.

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APPENDIX A

TIME TYPES FOR AFSCME EMPLOYEES CLERICAL (001), TECHNICAL (002), BLUE COLLAR (003)

SECURITY (006), PATIENT CARE (011)

Direct Time

010 Regular Time 040 Holiday Comp Time Earned 020 Overtime Pay 050 Holiday Worked 030 Comp Time Earned

Indirect Time 200 Scheduled Vacation 260 Injury Leave 210 Scheduled Sick Leave 270 Military Leave 219 Memo 275 Jury Duty 220 Unscheduled Sick Leave 285 Suspension With Pay 230 Scheduled Family Care Leave 290 Educational Leave With Pay 232 Unscheduled Family Care Leave 330 Other Leave 235 Scheduled Adoption Leave 331 Paid Union Leave 237 Unscheduled Adoption Leave 332 Paid Union Negotiation Leave 240 Scheduled Funeral Leave 400 Scheduled Comp Time Taken 245 Unscheduled Funeral Leave 410 Scheduled Holiday Comp Time Taken 247 Maternity Leave 420 Scheduled Banked Holiday Taken 250 Holiday

Other Pay Types

600 Comp Time Pay 630 Call Back Time 610 Holiday Comp Time Pay 640 Med Passer 615 Banked Holiday Pay 650 Holiday Premium Pay 620 Standby Time

Other Non-Pay Types 800 Convert Sick Leave To Vacation 865 Temporary Layoff 830 Banked Holiday 870 Authorized Leave Without Pay 831 Unpaid Union Leave 880 Unauthorized Leave Without Pay 860 Med Leave Without Pay 890 Suspension Without Pay 864 Temporary Layoff with Accruals

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APPENDIX B

TIME TYPES FOR AFSCME EMPLOYEES FISCAL AND STAFF (004)

Direct Time 010 Regular Time 040 Holiday Comp Time Earned 020 Overtime Pay 050 Holiday Worked 030 Comp Time Earned

Indirect Time

206 Vacation 275 Jury Duty 221 Sick Leave 285 Suspension With Pay 233 Family Care Leave 290 Educational Leave With Pay 238 Adoption Leave 330 Other Leave 246 Funeral Leave 331 Paid Union Leave 247 Maternity Leave 332 Paid Union Negotiation Leave 250 Holiday 406 Comp Time Taken 260 Injury Leave 416 Holiday Comp Time Taken 270 Military Leave 426 Banked Holiday Taken

Other Pay Types 600 Comp Time Pay 620 Standby Time 610 Holiday Comp Time Pay 630 Call Back Time 615 Banked Holiday Pay 650 Holiday Premium Pay

Other Non-Pay Types 800 Convert Sick Leave to Vacation 865 Temporary Layoff 830 Banked Holiday 870 Authorized Leave Without Pay 831 Unpaid Union Leave 880 Unauthorized Leave Without Pay 860 Medical Leave Without Pay 890 Suspension Without Pay 864 Temporary Layoff with Accruals

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APPENDIX C

TIME TYPES FOR SUPERVISORY AND OTHER NON-CONTRACT EMPLOYEES

Direct Time 010 Regular Time 040 Holiday Comp Time Earned 020 Overtime Pay 050 Holiday Worked 030 Comp Time Earned

Indirect Time 206 Vacation 270 Military Leave 221 Sick Leave 275 Jury Duty 233 Family Care Leave 285 Suspension With Pay 239 Adoption Leave 290 Educational Leave With Pay 246 Funeral Leave 330 Other Leave 247 Maternity Leave 406 Comp Time Taken 250 Holiday 416 Holiday Comp Time Taken 260 Injury Leave 426 Banked Holiday Taken

Other Pay Types 600 Comp Time Pay 620 Standby 610 Holiday Comp Time Pay 630 Call Back Time 615 Banked Holiday Pay 650 Holiday Premium Pay

Other Non-Pay Types 800 Convert Sick Leave To Vacation 865 Temporary Layoff 830 Banked Holiday 870 Authorized Leave Without Pay 860 Medical Leave Without Pay 880 Unauthorized Leave Without Pay 864 Temporary Layoff with Accruals 890 Suspension Without Pay

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APPENDIX D

TIME TYPES FOR NON-PERMANENT EMPLOYEES

Direct Time

010 Regular Time 020 Overtime Pay

Indirect Time

330 Other Leave

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APPENDIX E

TIME TYPES FOR IUP CONTRACT EMPLOYEES

SOCIAL SERVICES (005), SOCIAL SERVICE (IMW CLASSES - 015) AND SCIENCE (009)

Direct Time

010 Regular Time 031 IUP Holiday Comp Earned 020 Overtime Pay 050 Holiday Worked 030 Comp Time Earned

Indirect Time

200 Scheduled Vacation 270 Military Leave 205 Unscheduled Vacation/Science 275 Jury Duty 210 Scheduled Sick Leave 285 Suspension With Pay 219 Memo 290 Education Leave With Pay 220 Unscheduled Sick Leave 330 Other Leave 230 Scheduled Family Care/Science 331 Paid Union Leave/Soc Svc 231 IUP Personal Leave/Social Svc 400 Scheduled Comp Time Taken 232 Unscheduled Family Care/Science 405 Unscheduled Comp Time Taken/Science 250 Holiday 420 Scheduled Banked Holiday Taken/Science 260 Injury Leave 425 Unscheduled Banked Holiday Taken/Science

Other Pay Types

600 Comp Time Pay 625 Holiday Standby Time/Soc Svc 615 Banked Holiday Pay/Science 630 Call Back Time 620 IUP Standby Time/Science 650 Holiday Premium Pay/Science 623 IUP Standby Time/Social Services

Other Non-Pay Types

800 Convert Sick Leave to Vacation 864 Temporary Layoff with Accruals 827 Unscheduled Time Off Not Paid 865 Temporary Layoff 830 Banked Holiday/Science 870 Authorized Leave Without Pay 831 Unpaid Union Leave 880 Unauthorized Leave Without Pay 860 Medical LWOP 890 Suspension Without Pay

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APPENDIX F

HEADER ACTIONS AND EXPLANATIONS

"?" HEADER ACTIONS - Displays a list of all header actions . P PROOFREAD - Verifies that the types of time used are valid and edits for errors. Y APPROVE - Places your approval on the time sheet and forwards the time sheet to the next

approval level. N UNAPPROVE - Removes the approval. To make changes after you have approved the

time sheet, it is necessary to remove your approval to make the changes. Then approve it again.

C CANCEL - Deletes the time sheet. W WARNINGS - Items that are identified as possible problems. Warnings are not errors and

the timesheet will approve with warnings, but it is important that the messages be reviewed. R REMARKS – An optional screen available to record comments. L ACTIVITY LOG - Records the dates, times and users of the transactions on the time sheet. D DEFAULTS – Timesheet default or template. X EXPLODE THE DAY – Displays the time type selections applicable to employee. CO CONVERT TO OVERTIME – Computes overtime and changes hours from Regular to OT. TO TIME OFF SUMMARY - Displays leave balances, leave used on the current time sheet

and ending balances after current usage is subtracted. GN GROSS TO NET PAYROLL CALCULATOR – Allows employees to calculate pay and

deduction changes. WR WORK REPORT – Optional activity reporting used by some agencies/employees. HS SUMMARY OF HOURS BY TIME TYPE – Totals the hours for all time types used on the

current time sheet. LINE ACTIONS AND EXPLANATIONS

S SELECT ACTION - Displays the Time Type Selection List enabling you to change the

time type for that day. X EXPLODE THE DAY - Displays the time type selections applicable to employee. A ADD A LINE – Adds an additional line entry for that day. The time type or date must also

be changed with this entry since each time type code can be used only once each day. M MODIFY A LINE - Allows you to type over information on that line. D DELETE A LINE - Allows you to delete a line from the time sheet. * Please note that D and X are header and line actions. Be sure the cursor is located in the appropriate field.

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